The Health Hub at All Saints

Terms and Conditions

1. Definitions:

1.1 The Club: The Health Hub At All Saints.

1.2 The Club Rules: The rules and regulations of the Club, subject to periodic updates. A copy of the current rules will be provided with your membership application and made available upon request.

1.3 Commitment Period: The minimum term of membership commencing on the Start Date and ending on the specified Commitment Period end date, subject to extensions for suspensions (if applicable).

2. Membership:

2.1 By signing the Membership Application Form, you agree to comply with these Terms and Conditions and the Club Rules.2.2 Membership and access to Club facilities require full payment or an acceptable payment arrangement.

3. Duration:

3.1 Membership is for the Commitment Period. After this period:(a)Monthly Memberships: Automatically renew at the prevailing rate unless terminated in accordance with Section 7.2(b).(b)Annual Memberships: Terminate automatically unless explicitly renewed.

4. Fees:

4.1 The Club sets membership fees and reviews them periodically. Fees will not increase during the Commitment Period. Fee changes require 30 days’ written notice.4.2 Specific fee categories include:(a)Membership Fees: Based on membership type.(b)Joining Fee: Payable at the time of application.(c)Guest Fees: Payable per visit.(d)Other Fees: Cover additional services (e.g., personal training, nutritional products, classes).4.3 Missed payments:(a) If a direct debit fails, the Club will notify you and may attempt to collect the payment twice in one month.(b) Fees unpaid beyond 30 days may result in suspension, termination, or referral to a debt collection agency.(c) Reasonable administrative charges apply for overdue payments and collection.

5. Member Rewards Scheme:

5.1 Members may receive financial benefits for referring new members, subject to:(a) Active memberships for both referring and referred members.(b) Limitations on the number of referrals per member.

6. Suspension of Membership:

6.1 Membership may be suspended for illness or injury upon providing a doctor’s certificate, with:(a) A minimum suspension period of 1 month and a maximum of 3 months.(b) Reduced fees during suspension.(c) Suspension extending the Commitment Period.

7. Termination:

7.1 Termination by the Club: The Club reserves the right to terminate this agreement under the following circumstances:(a) You commit a serious or repeated breach of these Terms and Conditions or the Club Rules, and the breach (if remediable) is not resolved within 7 days of receiving written notice.(b) Membership fees remain unpaid 30 days after their due date.(c) You provided false information during your membership application that would have reasonably affected our decision to grant membership. 

In such cases, the Club may retain a proportion of any fees paid to cover reasonable costs incurred.

7.2 Termination by the Member:

General Rules for Termination:

- Termination of membership requires written notice, which may be provided via email to the Club’s designated contact address or delivered in person.

- Membership will terminate at the end of the notice period, with one final monthly payment due after the notice is received.

- Termination within the Commitment Period is not permitted, except under specific circumstances outlined below.

Termination Outside the Commitment Period (Monthly Memberships):

- You may terminate your membership at any time by providing one full calendar month's written notice. The final payment will be collected in the month following your notice, and membership benefits will continue until the end of that payment period.

- Cancelling your Direct Debit alone is not sufficient; written notice must also be submitted to the Club.

Termination Within the Commitment Period:

- Termination during the Commitment Period is only permitted under exceptional circumstances, including:(a) Permanent closure or relocation of the Club.(b) Serious illness or injury rendering you unable to use the facilities for at least six months. Evidence, such as a doctor’s certificate, is required.

In all other cases, termination within the Commitment Period is not allowed, and you are required to fulfill all payments for the duration of the Commitment Period.

7.3 Termination by Membership Type:- Monthly Direct Debit Membership: Rolling membership requiring one calendar month's written notice for termination. One additional payment will be collected after notice is given.

- 12-Month Direct Debit Membership: Commitment to a 12-month period. Early termination is not allowed unless covered under exceptional circumstances outlined in Section 7.2.- 12-Month Joint Membership: Same terms as Type B.- Annual Membership: Non-refundable for early termination.

7.4 Non-Refundable Services:

- Personal training services and packages purchased from the Club are strictly non-refundable.

- Unused sessions may be transferable to another trainer within the Club but cannot be redeemed for cash or credited toward other services.

8. Membership Cards/Fobs:

8.1 Membership cards/fobs are non-transferable. Unauthorized use is grounds for termination. 8.2 Lost cards/fobs may incur a replacement fee.

9. Club Rules:

9.1 The Club may amend rules to ensure health and safety. Permanent changes require 30 days’ notice, except in emergencies.

10. Restriction of Liability:

10.1 The Club is not liable for loss, damage, or theft of personal property unless caused by its negligence. 10.2 Liability for injury or loss is limited to reasonable compensation unless caused by:(a) Your negligence.(b) Unforeseeable third-party actions.

11. Health & Safety:

11.1 Members must comply with all health and safety notices.

12. Sale of Club:

12.1 Membership may transfer to a new owner in the event of a sale, with no adverse effect on terms.

13. Notices:

13.1 From You: Notices must be in writing and sent to the Club’s General Manager. Proof of posting or delivery may be required. 13.2 From the Club: Notices will be sent to your registered address or email address or displayed at the Club.

Application Declaration - Before signing please read the terms set out below and above

I confirm the above information is correct and apply for membership of the Club under the standard terms and conditions which I have had an opportunity to read and discuss with the Club. In particular I understand and have discussed the following with the Club:

i) I may request suspension (freeze) by reason of illness and/or injury for one continuous period of at least 1 month and a maximum of 3 months. I understand 30 days written notice must be given to the Club and the Club has the right to request a doctor's certificate. I understand a reduced monthly fee will be charged by the Club during suspension (freeze). Any suspension during the commitment period will extend the length of the commitment period.

ii) I acknowledge that my initial membership of the Club is from the start date to the commitment period end date stated on my membership record (subject to extension if suspended on freeze) and agree to pay in full due to the respect of this commitment period.

iii) I confirm having received the following documents: [ ] This Membership Application [ ] Club Rules [ ] Additional Information Form [ ] Privacy Notice

PRIVACY NOTICE

- By completing this form you agree and accept that we may gather, process, store and/or use the personal data you disclose for the purpose of providing you with the services defined in this membership agreement. Please confirm you have read our privacy notice by ticking this box [ ]

Privacy Notice

Privacy Policy Statement

The Health Hub at All saints Hotel is committed to protecting your privacy. This Privacy Policy explains our data processing practices and your options regarding the ways in which your data is used. If you have any requests concerning your personal information or any queries with regard to our processing please contact us at healthhub@allsainsthotel.com

· Use of your information and your preferences The Health Hub at All saints Hotel will only process (collect, store and use) the information you provide to us in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We are committed to ensuring that the information we collect and use is appropriate for the purposes listed below and does not constitute an invasion of your privacy. We are also committed to applying rigorous security measures when managing your data to minimise the risk of unauthorised access or disclosure

· Consent By taking out a membership, filling in a contact form on our website (http://www.allsaintshotel.com/health-hub-gym-pool-personal-training/) or using a mobile app we provide to you, you agree and accept that we may gather, process, store and/or use the personal data submitted in accordance with the terms set below 

If you are under the age of 16, The Health Hub at All Saints Resort will not collect or process your details unless we have also received the consent of an adult who has parental responsibility for you. You have the right to withdraw your consent at any time unless by doing so you prevent us from delivering the service set out in your membership agreement. To withdraw consent for the storage and processing of your data, please write to healthhub@allsaintshotel.com

3.0 Personal Data Collected

3.1 Identity and contact details of the data processor

Personal data collected by us and stored via our website or mobile app is processed on our behalf by ClubWise Software Ltd, 6 Tower Court, Horns Lane, Princes Risborough, Bucks, HP27 0AJ Company Reg: 3843268

3.2 Purposes of processing and legal basis

The principal purpose of collecting your personal data is to provide you with the services defined in your membership agreement. To this end, you agree and accept that

we may use your personal data to:

• Comply with our legal and regulatory obligations. We use the personal data submitted to us only in accordance with the applicable data protection legislation. Our employees and third-party providers are under an obligation to respect your data privacy.

3.3 Marketing

We may send you marketing information by e-mail or sms about products and services which we believe may be of interest to you. However, we will only do so with your prior consent and will always provide the ability to review, change your preferences or unsubscribe with immediate effect. You can also make your request via email to healthhub@allsaintshotel.com

3.4 Data we collect When you take out a membership with us, the following personal data is collected and processed in accordance with purpose and legal basis described above: email, title, first name, last name, login & password details, postal address, contact telephone numbers, gender, date of birth, marital status, occupation, member ID, QR access code, attendance history, photograph, bank sort code and marketing preferences. Some data is collected automatically through using our web site (see section 3.7 below). Certain features of our mobile app may connect to your social networking sites to enable you to follow or be followed by other members of The Health Hub at All Saints Hotel. As a result, The Health Hub at All Saints Hotel may process information from your social networking profile, but only if you consent to allow your social networking site to make information available to the app. You understand that, by creating an account for the mobile app The Health Hub at All Saints Hotel will be able to identify you by your profile.

3.5 Obtaining or changing your details

The Health Hub at All Saints Hotel can confirm to you the details of any personal data we hold about you and how it is processed on your request. You may also ask us to correct or delete personal information we hold about you at any time, so long as this information is not required in order to fulfil our service to you. For more information, request your details or advise us of any changes, please either:

• Send an email to healthhub@allsaintshotel.com or;

• Write to us at: The Health Hub at All Saints Hotel, Fornham St Genevieve, Bury St Edmunds, Suffolk, Ip28 6JQ

We may require that your request be accompanied by a photocopy of proof of identity or authority, such as a driving license or passport. Mobile app users are able to maintain some of their personal data by logging into their account and selecting Personal Details from the edit menu. Note that if your account is in arrears you will be unable to use this functionality and you will be directed to contact us accordingly.

3.6 Third party disclosures

Your information may be passed to and used by all parts of The Health Hub and All Saints Hotel companies. We will only pass your personal data on to third-party service providers contracted to The Health Hub at All Saints Hotel for the purpose of providing our service to you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of your details in line with The Health Hub at All Saints Hotel procedures. We will never pass your personal information to anyone else, except where we are required or permitted to do so by law, for any successors in title to our business and suppliers that process information on our behalf both in the UK and abroad. We may also use and disclose information in aggregate (so that no individual customers are identified) for marketing and strategic development purposes.

3.7 Cookies

A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer browser from a website's computer and is stored on your device's hard drive in the form of a text file.

3.7.1 How do The Health Hub at All Saints Hotel use cookies? Cookies are used to control an online session and provide security such as a time-out function. The Health Hub at All Saints Hotel only issues session specific cookies which store no personal or transactional data.

3.7.2 Third Party Cookies: Google Analytics - The Health Hub at All Saints Hotel may use Google Analytics for SEO purposes and to improve their online marketing efforts. For a detailed explanation of how Google Analytics cookies work please visit: https://developers.google.com/analytics/resources/concepts/gaConceptsCookies

3.8 Other web sites Our web site may contain links to other web sites which are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

4.0 Data Retention Period As a prospective member that has consented for us to contact you, The Health Hub at All saints Hotel will retain your data for up to 12 months, unless you notify us that you no longer wish to be contacted. If you join us, The Health Hub at All saints Hotel will retain your data for as long as you are a member. On termination of your membership, your personal data will be stored for a maximum period of 6 years for the purposes of responding to you in the event of any future indemnity claim that may arise. After this period, your personal data will be anonymized so you can no longer be identified from the information we hold.

4.1 Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

a) Right to be informed — you have the right to know how your personal data is being used

b) Right of access — you have the right to request a copy of the information that we hold about you.

c) Right of rectification — you have a right to correct data that we hold about you that is inaccurate or incomplete.

d) Right to be forgotten — in certain circumstances you can ask for the data we hold about you to be erased from our records.

e) Right to restriction of processing — if you believe the basis for processing your data as described in section 3 of this notice no longer applies or if you contest the accuracy of the information we hold about you, you have a right to request restrictions to the processing of your data.

f) Right of portability — you have the right to have the data we hold about you transferred to another organisation. g) Right to object — you have the right to object to certain types of processing such as direct marketing. h) Right to object to automated processing, including profiling — you also have the right to not be subject to the legal effects of any automated processing or profiling.

Note that if The Health Hub at All Saints Hotel refuses a request from you under rights of access, we will provide you with a reason as to why. The Health Hub at All Saints Hotel reserves the right to charge a fee in the event of complex, trivial and/or repetitive access requests. Finally, if a data breach occurs which compromises your personal data, you have a right to be informed within 72 hours of us first becoming aware of the breach.

5.0. The Right to Complain

If you believe that your data is being processed unfairly or you have any other concerns about the way that The Health Hub at All Saints Hotel or it’s designated processor is handling your data, you have the right to complain to the Information Commissioners Office (ICO). Please visit www.ico.org.uk for more information.

6.0 Privacy Policy Changes

The Health Hub at All Saints Hotel reserves the right to update this Privacy Policy at any time, in particular pursuant to any changes made to the laws and regulations in force. We would recommend that you check these rules from time to time to stay informed of our procedures and rules relating to your personal information.

7.0 Contact Us

If you have questions relating to this privacy policy, you can:

• Send an email to healthhub@allsaintshotel.com or;

• Write to us at: The Health Hub at All Saints Hotel, Fornham St Genevieve, Bury St Edmunds, Suffolk, Ip28 6JQ

The Health Hub At All Saints - Club Rules

To help maintain a respectful and enjoyable environment for all members, we kindly request adherence to the following rules:

Opening Hours

Gym Facilities:

- Monday - Friday: 6:30 am - 9:30 pm (last entry 9pm)

- Saturday & Sunday: 7:30 am - 8:00 pm last entry 7:30pm)

Pool Facilities:

- Monday - Friday: 6:30 am - 9:00 pm (last entry 8:30pm)

- Saturday & Sunday: 7:30 am - 7:30 pm (last entry 7pm)

Peak Times: All operating hours.

Off-Peak Times: 9:00 am - 5:00 pm Monday - Friday. (last entry 4pm)

Last Entry: As stated above. Please allow adequate time for showering and changing.

Notice of Changes: Members will be notified of any changes via email.

Guests

Guest fee: £15.00 per person.

Members must accompany their guests at all times and must not leave before their guests.

Guests must sign the guest book and complete a waiver

The Club reserves the right to refuse admission to guests for health, safety, or prior rule violations.

Fitness Areas

Access may be restricted during classes or pre-organized sessions; details will be displayed on notice boards and emailed to members.

No individuals under the age of 16 are permitted to use the facilities.

Cold Water Baths

Cold water baths are available for post-workout recovery and wellness use.

Members and guests must shower before entering the baths.

Usage is limited to 10 minutes per session, and members are encouraged to consult a physician before use if they have any medical concerns.

Proper swimwear must be worn at all times.

The baths are monitored for hygiene and safety, and any misuse may result in suspension of privileges.

Sauna/Steam Room

Showering is required before and after use and before entering the pool.

No shaving, exfoliating, or other grooming activities are permitted.

Lockers

Lockers are for daily use only.

Items left overnight will be removed and stored as lost property.

Swimming Pool

No running, jumping, or diving.

Food and drink are prohibited in the pool area.

Members and guests must shower before entering the pool or jacuzzi.

Appropriate swimwear must be worn.

Members or guests with communicable conditions (e.g., verrucae, athlete's foot) are not permitted in the pool area.

Safety and Hygiene

No crockery, glasses, or pets (except guide dogs) are allowed in changing rooms, gym, or swimming facilities.

Fire exits are for emergencies only.

In case of evacuation, follow staff instructions and proceed to the nearest exit.

Behaviour

Inappropriate behaviour, misuse of facilities, or disturbance to others will result in suspension or termination of membership.

Abusive language, threatening behaviour, or violence will not be tolerated.

Comments and Complaints

Direct any concerns to Club staff. Written complaints should be addressed to the General Manager.

General

Alcohol, illegal substances, and smoking are prohibited on Club premises.

Members are encouraged to seek medical advice before starting new fitness programs.

Physical Activity Readiness Questionnaire

Completion of a Physical Activity Readiness Questionnaire is mandatory upon joining.

Medical clearance may be required for certain health conditions.

Fees and Penalties Section

Consider consolidating all fee-related information under a single section for better visibility. For example:

Guest Fee: £15.00.

Unreturned Towel Charge: £15.00.

Personal Training Non-Refundable Clause: Explicitly state that cancellations or missed sessions will not be reimbursed.

Inclusivity Statement

Add a short statement reinforcing the Club's commitment to a welcoming and inclusive environment. For example:

The Club is committed to fostering an inclusive, respectful environment for members and staff of all backgrounds.